The document discusses business process analysis (BPA) for improving records management programs. BPA systematically documents, analyzes, and designs improvements to business processes. It involves 5 steps: 1) identifying the problem process, 2) securing support, 3) describing and mapping the current process, 4) analyzing performance, and 5) designing an improved process. Key aspects of BPA include documenting the current process through interviews and observations, mapping workflows, analyzing metrics like time, cost and quality, and designing recommendations to optimize the process. BPA requires cross-functional skills and ongoing refinement, but can significantly improve processes.

1. Business Process
Analysis
for Your Records
Management
Program
Geof Huth ● NYS Unified Court System
ARMA/AIIM Long Island ● 27 January 2016

2. Business
Process
Analysis
(BPA)
 Systematically documents a business
process
 Analyzes where the process can be
improved
 Designs improvements to the process
 Constructs a model of an improved process

3. BPA
Step
s
1. Identify the problem process
2. Secure support and commitment
3. Describe and map the process
4. Analyze performance
5. Design improved process

4. 1.
Identify
Problem
 Processes with significant impact
 Processes you can change
 Issues people generally agree are problems

5. 2.
Secure
Support
 Engage decisionmakers
 Assign or assume a leadership role
 Involve staff who can implement change
 Invite technical expertise

6. 3.
Describ
e
Process
 Gather data from various sources and POVs
 Documentation
 Interviews
 Observation
 Facilitated group discussions
 Use logs
 Customer comments
 Laws, regulations, and policies
 Question assumptions anyone makes

7. Write
Narrative
 Assemble details on the process
 Develop a narrative description

8. Map
Process
 Visualize workflow (Visio or other products)
 Understand the process
 Identify who is responsible for each step
 Identify problems
 Bottlenecks
 Unnecessary steps
 Duplicative steps
 Steps more costly than their value

9. Process
Mapping
 Start with the big picture
 Walk through the process
 Write down the steps observed
 Arrange the sequence of steps
 Draw the flowchart

10. Process
Mapping
Symbols
Terminus marks ends of the process
Process/Activity name of process/activity
Directional shows direction of process
Decision Diamond marks where decision made
Document marks where a document is made
Connector connects process to next page

11. 4.
Analyze
Performanc
e
 Assess how well activity accomplishes goals
 Determine what improvements add value
 Identify ways to improve processes
 Faster
 Cheaper
 Better

12. Time
 Estimate cycle time per transaction
 Total time to complete transaction
 Includes time beyond an organization’s control
 Includes time when no useful activity is occurring
 Identify bottlenecks and other lost efficiency

13. Cost
 Estimate the true cost of inefficient systems
 Average time to complete task X hourly rate
 + Supplies and operating costs
 X Number of transactions per year

14. Quality
 Identify qualitative improvements
 Fewer mistakes
 Reduced risks
 Better access to information
 Improved system utility

15. Analyze
Improvement
s
 Best practices
 Historical analogy
 Expert opinion
 Prototypes and pilots
 Cost improvement estimates

16. 5.
Design
Improved
Process
 Clarify the purpose of each activity
 Optimize steps that are valuable
 Reduce or eliminate those that aren’t
 Implement identified improvements

17. Report
Component
s
 Executive summary
 Description of existing business processes
 Evaluation of existing system
 Recommendations for improved processes

18. BPAs
 Require technical, managerial, political skills
 Never are really completed
 Involve some risk
 Can provide enormous benefits